Setting Up Square as a Payment Method

ReservationKey integrates directly with Square to allow secure payment processing for both online and internal reservations. Follow the steps below to connect your Square account and start accepting payments.

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Step 1: Add Square as a Payment Method

1. Go to the Website tab.
2. Select Payment Methods.
3. Click Add Payment Method.
4. From the list of available processors, choose Square and click Continue.

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Step 2: Connect ReservationKey to Your Square Account

1. Click the link that says “Click here to allow ReservationKey to access your Square account.”
2. A new Square login window will appear. Sign into your Square account to authorize the connection.
3. If you have multiple locations in Square, select the correct location to associate with your ReservationKey account.

Once authorized, ReservationKey will be able to securely store and process payments through your Square account.

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Step 3: Configure Internal Payment Settings

Next, configure how payments are handled for internal (manually entered) reservations:

• Internal Reservations: Set this to “Yes” if you want to be able to process payments directly from within ReservationKey.
• Payment Message: Choose whether to send an automatic email when an internal payment is added.
• Send Once: Enable this option if you only want the payment message to send on the first payment added.

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Step 4: Assign to Reservation Pages

Decide which reservation pages should use Square for online payments:

1. Under the “Use On Reservation Page” section, select the appropriate page(s).
2. Click Save Changes.

That’s all you need to do to activate Square as your payment processor in ReservationKey.

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Step 5: Set Up Payment Schedules

You can specify how much to collect when guests book online:

• Go to Payment Schedule.
• Enter the percentage or amount to collect at booking.
• If you don’t want to collect any payment upfront, set the amount to 0.

When set to 0, ReservationKey will still save the guest’s card in Square, allowing you to charge it later from within the system.

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Step 6: Test the Connection

To verify your Square integration is working properly, follow these steps:

1. Go to Reservations → Reservation Manager.
2. Create a test reservation.
3. Open the reservation and go to the Payments section.
4. Click Add Card.
5. Use a test number such as 4111 1111 1111 1111 for testing purposes.
6. Enter any valid expiration date and CVV, then click Save.

If you see any response messages or errors from Square, it means the connection is active. Once a valid card is added, you’ll see an orange button labeled Charge Card.

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Step 7: Charging and Refunding Cards

• To charge a card, click the Charge Card button.
• To refund a payment (full or partial), click the Refund link next to the payment record.

All transactions will be processed through your connected Square account, and you’ll be able to track them directly from your Square dashboard.

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Summary

Setting up Square in ReservationKey allows you to securely collect and manage payments from your guests, both online and internally. By connecting your Square account, you can save guest credit cards, charge or refund them easily, and automate parts of your payment workflow.

If you encounter any issues during setup, double-check that your Square account has payment processing enabled and that you’ve selected the correct location when connecting.